Understanding User Roles and Permissions in BookLive #

Summary #

BookLive uses a role-based permission system to control who can view, edit, and manage groups, performances, and other resources. This guide explains the different user roles in BookLive, what permissions each role has, and how roles are assigned. Understanding roles is essential for managing your groups effectively and collaborating with other musicians.

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Overview: The Two Main Roles #

BookLive has two primary roles within groups:

1. Group Leader (Leader Role) #

Who they are:

• The person who created the group
• Bandleaders or contractors who manage the group
• Business owners managing their music act
• Can have multiple leaders per group

What they can do:

• Full control over the group and all its resources
• Manage performances, contracts, invoices, and payments
• Add/remove musicians and manage personnel lists
• Edit group settings and branding
• Delete performances or the entire group
• Promote members to leaders

Think of it as: The group manager or business owner

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2. Group Member (Member Role) #

Who they are:

• Musicians who are part of a group’s personnel list
• Hired musicians or regular sidemen
• Anyone added to the group’s instrumentalist lists
• Can be a member of multiple groups

What they can do:

• View group information and performances they’re invited to
• Respond to performance requests (accept/decline)
• View their assigned performances and payment details
• Submit timelines and setlists when requested
• Communicate with other group members

What they cannot do:

• Edit group settings or branding
• Create or delete performances for the group
• Manage financial details (contracts, invoices)
• Add or remove other members
• Change group pricing or policies

Think of it as: An employee or team member

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Detailed Role Permissions #

Group Leader Permissions #

Leaders have full administrative access to their group. Here’s what they can do:

Group Management #

✅ Edit group profile

• Change name, bio, location
• Upload profile and cover photos
• Add/edit genres and event types
• Manage song library
• Add performance videos

✅ Delete group

• Permanently delete the group and all its data
• Cannot be undone

✅ Manage settings

• Business information
• Invoice and contract settings
• Payment settings (Stripe Connect)
• Personnel list defaults
• Timeline and setlist due dates

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Performance Management #

✅ Create performances

• Add new performances for the group
• Set date, time, venue, and details

✅ Edit performances

• Update performance details
• Change venue, time, or requirements
• Modify payment amounts
• Add/remove services

✅ Delete performances

• Cancel and delete performances
• Remove from calendar permanently

✅ Manage performance assignments

• Assign musicians to seats
• Send performance requests to artists
• Set individual musician payments
• Manage substitutions

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Financial Management #

✅ Create and send contracts

• Generate contracts from templates
• Send to clients for signature
• Track contract status

✅ Create and send invoices

• Generate invoices for performances
• Set payment terms and due dates
• Send to clients
• Track payment status

✅ View financial reports

• Group payment balances
• Performance revenue
• Client payment history
• Payout tracking

✅ Manage pricing

• Create price lists and packages
• Set hourly rates
• Configure quote rules
• Manage add-on services

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Team Management #

✅ Manage personnel lists

• Create and edit instrumentalist lists
• Add/remove musicians
• Set default personnel for performances
• Manage sub lists

✅ Promote members to leaders

• Give other users leader permissions
• Create co-leaders for shared management
• Delegate administrative tasks

✅ Manage client relationships

• Add and edit clients
• Track client history
• Manage client communications

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Group Member Permissions #

Members have limited, view-focused access to the group. Here’s what they can do:

View Access #

✅ View group profile

• See group name, bio, location
• View genres and event types
• See other members (if visible)
• View public group information

✅ View assigned performances

• See performances where they have a seat
• View performance details (date, time, venue)
• See their payment amount
• View other musicians on the performance

✅ View their payment details

• See their individual seat payments
• Track their earnings from the group
• View payment history

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Performance Participation #

✅ Respond to performance requests

• Accept or decline performance invitations
• Provide reason if declining
• Mark availability

✅ Submit timelines

• Complete timeline requirements
• Upload files (charts, parts, etc.)
• Mark timeline items complete

✅ Submit setlist confirmations

• Review and approve setlists
• Suggest songs or changes
• Confirm familiarity with material

✅ Communicate about performances

• Send messages to group leaders
• Participate in group chat
• Ask questions about performance details

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Personal Management #

✅ Manage own artist profile

• Edit their personal artist information
• Update availability
• Manage their own Stripe Connect for payments

✅ Track their performance stats

• View “Gigs I’m Playing” statistics
• See earnings across all groups
• Track performance history

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What Members Cannot Do #

❌ Cannot edit group information

• Cannot change group name, bio, or branding
• Cannot upload group photos or videos
• Cannot edit group song library

❌ Cannot manage performances

• Cannot create new performances
• Cannot edit performance details (for leader)
• Cannot delete performances
• Cannot assign other musicians

❌ Cannot manage finances

• Cannot create or send contracts
• Cannot create or send invoices
• Cannot view group financial reports
• Cannot edit pricing or payment terms

❌ Cannot manage team

• Cannot add or remove musicians
• Cannot promote others to leader
• Cannot edit personnel lists

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Special Cases and Scenarios #

You Can Be Both a Leader and a Member #

Example:

• You lead your own jazz trio (Leader role)
• You also play saxophone in someone else’s big band (Member role)
• You perform solo gigs (Leader of your solo act)

Your dashboard will show:

• Groups You Lead: Groups where you’re a leader
• Groups You’re In: Groups where you’re a member
• Gigs I Manage: Performances from groups you lead
• Gigs I’m Playing: Performances from groups where you’re a member

This is the most common scenario for working musicians!

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Multiple Leaders per Group #

Groups can have multiple leaders for shared management.

Why this is useful:

• Co-leaders can share administrative burden
• Backup leader if primary is unavailable
• Division of responsibilities (one handles booking, one handles music)

How to add a co-leader:

1. The person must already be a member of the group (in a personnel list)
2. Current leader navigates to group settings
3. Find the member in the personnel list
4. Click “Promote to Leader”
5. Member receives email notification
6. They now have full leader permissions

All leaders have equal permissions – there’s no “primary” leader distinction.

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Becoming a Member of a Group #

You become a member automatically when:

✅ A leader adds you to a personnel list

• Leader adds you to their “Regulars” or other list
• You’re now a member with viewing permissions

✅ You accept a performance request

• Leader sends you a performance invitation
• You accept the request
• BookLive may add you to their personnel list automatically

✅ You’re invited and join

• Leader sends you an invitation to join the group
• You accept the invitation
• You’re added as a member

You do NOT need to create an account to be added – leaders can add you by email, and you’ll receive an invitation to join BookLive.

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Leaving a Group #

As a Member:
You can leave a group you’re a member of, but you cannot leave if:

• You have upcoming performances with seats assigned to you
• You have unresolved financial obligations

To leave a group:

1. Complete or decline all upcoming performance requests
2. Contact the group leader about your intention to leave
3. Leader removes you from personnel lists

As a Leader:
You cannot simply “leave” as a leader. You must either:

1. Promote another member to leader first, then have them remove your leader role
2. Delete the group entirely (if you’re the only leader)
3. Transfer ownership by promoting someone else and asking them to remove you

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Permission System Details #

How Authorization Works #

BookLive uses Laravel’s policy-based authorization system:

Group Authorization:

• To update or delete a group, you must have a leader role for that group
• Group viewing is open (anyone can view public groups)

Performance Authorization:

• To update or delete a performance, you must be a leader of the performance’s group
• Anyone can view performances they’re assigned to
• Leaders can view all performances for their groups

Financial Authorization:

• Only leaders can access group financial details
• Only leaders can create/send contracts and invoices
• Members can only view their own payment information

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BookLive Staff Override #

Special Rule:
Users with @booklive.com email addresses have super-admin access:

• Can view/edit any group
• Can restore or force-delete groups
• Used for customer support and troubleshooting

This does not apply to regular users.

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Common Questions #

“Can I change someone from a member to a leader?” #

Yes, but only if:

• You are currently a leader of the group
• The person you want to promote is already a member of the group (in a personnel list)

To promote a member:

1. Go to your group’s settings or personnel list
2. Find the member you want to promote
3. Click “Promote to Leader” button
4. They’ll receive an email notification
5. They now have full leader permissions

Note: You cannot demote yourself from leader unless there’s another leader who can remove your role.

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“What happens if all leaders leave a group?” #

This shouldn’t happen because the system prevents the last leader from leaving.

If it does somehow happen:

• The group becomes “orphaned”
• No one can manage the group
• BookLive support can restore a leader or transfer ownership
• Contact support@booklive.com for assistance

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“Can a member see the group’s financial information?” #

No. Members can only see:

• ✅ Their own seat payments
• ✅ Their own earnings history
• ✅ Their own payment status

Members cannot see:

• ❌ Total group revenue
• ❌ What other musicians are being paid
• ❌ Client payment details
• ❌ Group payment balances
• ❌ Contract or invoice details (unless they’re the client)

Only leaders have access to group financial reports.

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“Can I be a member of a group without having an artist profile?” #

No. To be a member of a group, you must:

1. Have a BookLive account (User)
2. Have an Artist profile linked to your account
3. Be added to the group’s personnel list

Why?

• Memberships are linked to Artist profiles
• Performance seats are assigned to Artists
• Payment tracking requires an Artist profile with Stripe Connect

If you’re invited to join a group:

• You’ll receive an email invitation
• When you accept, BookLive creates your User account
• During onboarding, your Artist profile is created automatically

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“What’s the difference between a ‘Group’ and an ‘Artist’?” #

This confuses many users!

Artist:

• Your personal profile as an individual performer
• Linked to your User account (login)
• You have ONE artist profile per account
• Tracks your individual availability, payments, and performances
• Used when you’re hired as a musician

Group:

• A band, ensemble, or act (even if it’s just you!)
• Can have multiple members (artists)
• Represents a business entity or performance act
• Used for booking performances, managing contracts, and collecting payments
• You can lead multiple groups or be a member of multiple groups

Example:

• Your Artist profile: “Sarah Johnson” (saxophonist)
• Groups you lead: “Sarah Johnson Quartet”, “The Jazz All-Stars”
• Groups you’re a member of: “Big City Big Band”, “Wedding Music Collective”

Even solo artists create a “group” for their solo act!

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“Can I perform with a group without being a member?” #

Yes, in some cases:

Scenario 1: Guest performer

• Leader creates a performance
• Leader creates a seat for you manually
• Leader sends you a one-time performance request
• You accept and perform
• You’re NOT added to their personnel list as a regular member

Scenario 2: Marketplace hiring

• Group searches for musicians in BookLive marketplace
• They hire you for a specific performance
• You’re not considered a “member” of their regular group

However, if a leader frequently hires you:

• They’ll usually add you to their “Subs” or “Regulars” personnel list
• This makes you a member and streamlines future bookings

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“Can members see who else is in the group?” #

It depends on group settings.

Usually yes:

• Members can see other members in personnel lists
• Members can see who’s assigned to performances they’re on
• This facilitates collaboration and coordination

However:

• Some groups may hide member lists
• Leaders control visibility settings
• Financial information is never shared between members

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Best Practices for Managing Roles #

For Group Leaders #

✅ Add co-leaders for important groups

• Don’t be a single point of failure
• Share the administrative burden
• Ensure continuity if you’re unavailable

✅ Use personnel lists effectively

• Regulars List: Your core band members (full members)
• Sub List: Backup musicians (members but not regular)
• [Custom Lists]: Specific configurations (e.g., “Wedding Quartet”, “Corporate Band”)

✅ Communicate role expectations

• Tell members what you expect from them
• Clarify whether they’re regular members or subs
• Explain your booking and payment policies

✅ Promote trusted members when appropriate

• If someone helps with admin, make them a co-leader
• Clearly define who handles what responsibilities
• Update them when policies change

✅ Keep personnel lists updated

• Remove inactive members
• Add new regular musicians
• Mark musicians as unavailable if they leave

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For Group Members #

✅ Understand your role

• You’re a team member, not an administrator
• Focus on performing and fulfilling your commitments
• Leave group management to leaders

✅ Communicate clearly with leaders

• Respond quickly to performance requests
• Submit timelines and requirements on time
• Ask questions if anything is unclear
• Notify leaders of scheduling conflicts early

✅ Don’t overreach your permissions

• Don’t try to edit group information
• Don’t make commitments on behalf of the group
• Don’t share group financial information
• Respect the leader’s management decisions

✅ Request clarification when needed

• If you’re confused about a performance detail, ask
• If payment seems incorrect, reach out
• If you have suggestions, share them respectfully

✅ Maintain professionalism

• Remember you represent the group brand
• Follow the group’s policies and procedures
• Be reliable and communicative

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For Co-Leaders #

✅ Divide responsibilities clearly

• Decide who handles booking vs. music
• Assign client management to specific leaders
• Avoid duplicating efforts

✅ Communicate with each other

• Keep co-leaders informed of changes
• Don’t make major decisions without discussion
• Use BookLive’s messaging to stay coordinated

✅ Respect each other’s management style

• You have equal permissions
• Discuss disagreements privately
• Present a unified front to members

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Examples and Scenarios #

Example 1: Solo Artist Structure #

Sarah (Solo Jazz Singer)

Her Setup:

• User Account: sarah@email.com
• Artist Profile: “Sarah Johnson” (vocalist)
• Group (Leader): “Sarah Johnson Jazz” (solo act)

Role: Leader of her own group

What she can do:

• Book her own performances
• Create contracts and invoices for clients
• Set her own pricing
• Manage her calendar
• Collect payments via Stripe Connect

She is also:

• Member of “The Wedding Band Collective”
• Member of “Corporate Event Singers”

As a member:

• Receives performance requests from these groups
• Gets paid for individual performances
• Cannot edit those groups’ settings

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Example 2: Band with Multiple Leaders #

The Blues Brothers Band

Leadership Structure:

• Jake (co-leader): Handles booking and client relationships
• Elwood (co-leader): Manages music, setlists, and rehearsals

Both leaders can:

• Create performances
• Send contracts and invoices
• Add or remove band members
• Edit group branding and settings
• View all financial reports

Division of labor:

• Jake focuses on client-facing tasks
• Elwood focuses on music management
• Both review important decisions together
• Either can fill in if the other is unavailable

Band Members:

• 5 musicians (guitar, bass, drums, keys, sax)
• All are “members” not “leaders”
• They respond to performance requests
• They submit timelines and setlists
• They cannot edit group settings

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Example 3: Wedding Music Contractor #

David (Wedding Music Contractor)

His Setup:

• Leads multiple groups:

– “Elegant Strings Quartet”
– “Jazz Combo”
– “Full Wedding Band”

• Member of zero groups (he’s always the leader)

Why multiple groups?

• Different configurations for different events
• Each group has its own personnel list
• Different pricing for each configuration
• Separate branding for each offering

His role:

• Leader of all his groups
• Manages bookings across all configurations
• Assigns different musicians to different performances
• Maintains multiple personnel lists

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Example 4: Church Music Director #

Maria (Church Music Director)

Her Setup:

• Leader of “First Presbyterian Music Ministry”
• Members include:

– 4 regular singers (sopranos, altos, tenors, bass)
– 2 regular instrumentalists (piano, guitar)
– 10 sub musicians (for special events)

Her management:

• Creates performances for every Sunday service
• Creates special performances for Christmas, Easter, etc.
• Assigns regular musicians to weekly services
• Brings in subs for larger events
• Tracks volunteer hours (uses payment field for tracking, $0 actual payment)
• Manages music library in BookLive

Members’ experience:

• Regular members see their scheduled services
• They can mark when they’re unavailable
• They receive reminders before services
• They access sheet music and setlists in BookLive

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Troubleshooting Role Issues #

“I can’t edit a group’s information” #

Check these:

1. Are you a leader of this group?

– Go to Dashboard → “Groups You Lead”
– If the group isn’t listed there, you’re a member, not a leader

1. Did your leader role get removed?

– Another leader might have removed your leader status
– Contact the other group leaders
– They can re-promote you to leader

Solution:

• If you should be a leader, ask a current leader to promote you
• If you’re supposed to be a member, accept your role and ask leaders to make changes

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“I don’t see performances I’m supposed to play” #

Check these:

1. Have you been assigned a seat?

– Leader must create a seat for you on the performance
– Leader must send you a performance request
– Check your email for performance invitations

1. Did you accept the request?

– Performance won’t show on your calendar until you accept
– Check email for pending requests

1. Is your artist profile connected?

– Make sure you have an artist profile
– Make sure you’re added to the group’s personnel list

Solution:

• Contact the group leader
• Ask them to send you the performance request
• Make sure you accept all requests promptly

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“I accidentally deleted a performance” #

If you’re a leader:

• Leaders can delete performances
• Deleted performances may be recoverable (soft delete)
• Contact BookLive support immediately
• Provide performance ID if possible

Prevention:

• Be careful with delete buttons
• Double-check before confirming deletions
• Consider postponing instead of deleting

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“I want to remove my leader role from a group” #

You cannot remove your own leader role if you’re the only leader.

To step down as leader:

Option 1: Promote another member first

1. Promote a trusted member to leader
2. Ask them to remove your leader role
3. You’ll become a regular member (or can leave)

Option 2: Delete the group

1. If you don’t want anyone to lead the group
2. Delete all upcoming performances first
3. Then delete the group (permanent!)

Option 3: Contact BookLive Support

1. Explain your situation
2. Support can manually adjust roles if needed

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Related Articles #

Getting Started:

• Complete Onboarding Guide for Individual Artists – Set up your account
• Creating Your First Group – Start managing your act
• Navigating the BookLive Dashboard – Understand your home base

Group Management:

• Adding Musicians to Your Personnel List
• Creating and Managing Performances
• Setting Up Payment Rules and Policies

Collaboration:

• Responding to Performance Requests
• Submitting Timelines as a Member
• Managing Multiple Groups

Financial Management:

• Setting Up Stripe Connect for Payouts
• Understanding Payment Flows
• Customizing Contract Templates

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Summary #

Understanding roles and permissions is essential for effective collaboration in BookLive:

Leaders:

• Full administrative control
• Manage performances, finances, and team
• Can promote other members to leader

Members:

• View access to group information
• Respond to performance requests
• Limited editing permissions

Key Principles:

• You can be both a leader and a member (of different groups)
• Groups can have multiple leaders with equal permissions
• Members are added when placed in personnel lists
• Only leaders can manage group finances and settings

Best Practice:

• Leaders should promote trusted co-leaders for backup
• Members should focus on performing and communicating clearly
• Everyone should understand their role and stay within their permissions
• Use proper communication channels to request changes

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